This site is owned and operated by Wyndham City Council using software licensed from Harvest Digital Planning (Harvest). For details on how Wyndham City Council collects and protects your personal information, refer to their Privacy Policy below. For details of how Harvest may access personal information, please refer to Harvest’s Privacy Policy.

Privacy Policy

With the enactment of the Privacy and Data Protection Act 2014 (previously the Information Privacy Act 2000) and the Health Records Act 2001, Victorian councils are required to comply with the privacy principles set out in the Acts and adopt policies on the management and handling of personal and health information of individuals.

PURPOSE

This Privacy Policy explains how the Wyndham City Council will collect, hold, use and disclose personal and health information of individuals, how individuals can gain access to their information, and correct inaccuracies, and how an individual may complain about possible breaches of privacy.

Website Privacy Disclaimer

Purpose

The Wyndham City Council views the protection of an individual’s privacy as an integral part of its commitment towards complete accountability and integrity in all its activities and programs. This statement outlines Council's policies relating to the management of personal information as required by the Privacy and Data Protection Act 2014 (Vic).

Scope

This policy applies to all Councillors, Officers, Consultants and Contractors of the Wyndham City Council.

This policy covers all personal and health information held by the Wyndham City Council and includes information we have collected:

• about you through any of Council's public access interfaces
• from you, as well as information about you collected from a third parties
• about you regardless of format. This includes information collected on forms, in person, in correspondence, over the telephone or via our various web sites.

Website Privacy Statement

This privacy statement applies to the Wyndham City Council website.

For information about the broader collection and use of personal and health information by Wyndham City Council please refer to our Privacy Policy

Links

This website privacy statement does not apply to other websites we may link to. We recommend you read their privacy policy when you access another site.

Anonymous access to our site

You can access the Wyndham City Council home page and browse our web site anonymously, without disclosing your personal information.

Collection and use of personal and health data

The Wyndham City Council website only collects or records personal information you choose to provide through our Contact us section, subscription to various eNewsletters, initiatives or programs updates and financial transactions. As part of our commitment to customer service, we may periodically invite you to provide feedback about your experience via a survey. Any survey is voluntary and you do not have to participate.

Where possible, you have the option of not identifying yourself when entering into a transaction with the Wyndham City Council. However, there may be instances where this is not feasible. For example, there is no requirement for an individual to identify themselves if they just want to report an incident (e.g. a toilet block maintained by Wyndham City Council requires cleaning). However, if an individual contacts the Wyndham City Council because they want a new rubbish bin – we are unable to provide the new bin without knowing the person’s name and address.

Wyndham City Council staff use personal information collected from email and survey sources to respond to individuals and discuss their particular enquiries. Survey results may also be shared with actioning areas within the organisation to evaluate and improve the customer service experience.

Email addresses and any other contact details you provide will not be added to mailing lists without your consent.

Disclosure of personal information

Wyndham City Council will take all necessary measures to prevent unauthorised access to, or disclosure of, your personal information.

External organisations to which personal information is disclosed include Wyndham City Council’s contracted Service Providers who perform various services for and on behalf Wyndham City Council. These contractors have agreed to be bound by the provisions of the Privacy and Data Protection Act 2014 (VIC). Information provided to these contractors is limited to contact details provided by you whilst contacting us.

We will also ensure that your personal information is not disclosed to other individuals, institutions and authorities outside Council except if required or authorised by law or explicitly permitted by you. For example, in the event of an investigation into suspected unlawful or improper activity, a law enforcement agency or government agency may exercise its legal authority to inspect the web server's records (e.g. in relation to hacking or abusive messages).

Agencies and businesses that we may need to forward your contact details to include but are not limited to:

• Department of Economic Development, Jobs, Transport and Resources
• Department of Environment, Land, Water and Planning
• Public Records Office Victoria
• Victoria Police
• VicRoads

All above mentioned agencies and Councils are subject to privacy legislations.

Access and Correction

Requests for access to documents containing personal information and held by the Wyndham City Council are handled under the Freedom of Information Act 1982 and can be addressed to the:

Freedom of Information Officer,
Wyndham City Council,
PO Box 197, Werribee VIC 3030

Collection and use of site visit data

Cookies are used on our site, but they do not collect any personal information. For the most part they are sessional and just contain system-generated values to identify the user's session for statistical and system administration purposes only.

Clickstream data refers to visitor logs and statistics that provide useful information about users’ online experience without identifying individuals. We collect the following clickstream data for statistical and system administration purposes:

• your server (or IP) address
• the day and time you visited the site
• the pages you visited on our site
• the address of the last page you visited
• the operating system you are using
• rough geographic location (down to the city)
• internet service provider (e.g. Telstra)
• the type of browser and version you are using.

To the extent that this data could make you identifiable, we will not attempt to identify individuals from the clickstream data unless required by law or to investigate improper activity in relation to this website.

Security of your personal data

This web site uses secure transmission facilities when appropriate (e.g. financial transactions). You should be aware that there are risks in transmitting information across the Internet. If you are concerned about conveying sensitive material to Wyndham City Council over the Internet, you might prefer to contact us by telephone or mail.

The following Terms and Conditions govern the use of The Loop (“the site”). The software platform is owned by Harvest Digital Planning Pty Ltd (Harvest) and operated by us, Wyndham City Council.

By accessing and using this site, you are choosing to accept and comply with the Terms presented throughout this agreement as well as the Privacy Policy and Moderation Policy. These Terms apply to all visitors and users of this site. Linked sites, affiliated services or third party content or software have their own Terms that you must comply with. If you disagree with any of the Terms presented in this agreement, you may discontinue using the site immediately.

If you are under 18 years old, please ensure that your parent or guardian understands and accepts these Terms and Conditions (including the Privacy Policy and Moderation Policy).

What are the conditions with a user’s account?

While using the site, you must not violate any applicable laws and regulations. It is our duty to protect the confidentiality of content you provide on our site in accordance with our Privacy Policy. When you create an account with us, you must always provide us with accurate information. Failure to provide accurate information violates the Terms, which may result in immediate termination of your account on our service. You are responsible for protecting your own password you use for this site and for any activities done under that password. Unauthorised use of your password or account must be immediately reported to us. In some cases, we or our agents may require access to your user accounts to respond to technical issues.

We are not responsible for the content on the site that has been provided by the users of the site. Any content posted by you is subject to the rules of our Moderation Policy. Your contribution to the site may be edited, removed or not published if we consider it inappropriate (refer to Moderation Policy). Contributors should also be aware that their posts may remain online indefinitely. Where practical, you may choose not to identify yourself, deal with us on an anonymous basis or use a pseudonym.

What do we require from our users?

You must understand and agree that, without limitation:

• all information, data, images and other materials are the sole responsibility of the person from whom the content originated;
• you are prohibited from advertising or offering to sell or buy any goods and services
• you cannot transmit Content that contains software viruses or programs designed to change or destroy the functionality of any computer software or hardware; or
• you cannot collect or store personal data about other users of the site
• you cannot impersonate any person or entity, including without limitation to a Wyndham City Council representative
• you cannot interrupt or interfere with the site or servers or networks connected to the site
• you cannot attempt to gain unauthorised access to the site or other use accounts

Can your account be suspended or terminated?

We may terminate or suspend access to your site and/or account immediately, without prior notice, including without limitation if you breach the Terms. We may immediately deactivate or delete your account and all the related files and information in your account. After your account has been terminated, the content you have posted may also remain indefinitely on the site.

If you want to terminate your own account, please send an email to engagement@wyndham.vic.gov.au

Governing Law

These Terms shall be governed in accordance with the laws of Victoria, Australia, without regards to its conflict of law provisions.

Indemnification

Wyndham City Council, its subsidiaries, affiliates, officers, agents, licensors and other partners are not responsible for any loss, liability, claim, or demand, including legal fees, made by any third party due to or arising from a breach of this agreement and/or any breach of your representations and warranties set forth above.

What content do we own?

This website contains the copyrighted material, trademarks, patents, trade secrets and other proprietary information (“Intellectual Property”) of Wyndham City Council and its suppliers and licensors. Wyndham City Council owns and retains all proprietary rights in the intellectual property. All intellectual property in the content of this site including without limitation to text, software, source code, pages, documents and online graphics, photographs, sounds, audio, video and other interactive features are owned by or licensed to us.

Any original content that you submit or post on our site may be made available to the public and allows users to share your content (with the end user acknowledging your contribution) under the Creative Commons Attribution-ShareAlike 4.0 Australian License.

Except for Intellectual Property which is in the public domain or for which you have been given written permission, you may not copy, alter, transmit, sell, distribute any of the Intellectual Property on this site.

We are not responsible for your communications or dealings, including payment and delivery of goods or services, with a third party found via our website. Any loss or damage incurred from those communications or dealings are solely between the user and the third party.

Disclaimer and Warranties

Users must agree that you use of the site is at your own risk. We make no warranty that the site will meet your requirements or be uninterrupted or error-free. Any material that the user downloads through the site is done at their own risk and are responsible for any damages to their computer system or loss of data.

What happens if these Terms change?

We reserve the right, at our sole discretion, to modify or replace these Terms at any time without notice. The most recent version of the Terms can be seen on this page. By continuing to access or use our site after those revisions become effective, you agree and will comply to the revised terms. If you do not agree to the revised terms, please discontinue using our site.

Contact Us

If you have any questions about these Terms, please contact us at engagement@wyndham.vic.gov.au